Minutes of the meeting of the Painshawfield Estate Committee held at Stocksfield Baptist Church at 19:30hrs on Wednesday 08th April 2026
| Present | Phil Moore Helen Rae Brian McGurk Neil Chambers Dave Pern | Chair |
| In attendance | David Elliott Judy Anne Allen | Treasurer Secretary |
Apologies for absence
Jen Adams, Maryanne Spoor, Chris Smedley, Tobias Zimmermann presented apologies.
Conflict of interest
No conflicts declared at this point.
Minutes of the previous meeting
Approved
Actions from the previous meeting
All actioned within following minutes.
Secretary report
Request from solicitor for searches relating to previous development at 12 Birches Nook Road and request subsequently withdrawn. Discussion regarding fees for providing this service and whether this fee should be increased.
Action: JAA to email absent Committee members to obtain consensus on potential increase in fees for this service.
Common Land
PM and HR have consulted with a solicitor regarding the requirements for a change of Trustees. This advice includes obtaining formal deeds of resignation and formal deeds of appointment. Land registry details will also need to be changed. Trustee Peter Simpson still needs to be tracked down so that he can sign documentation. Alternate solutions were discussed including the existing Trustees appointing new ones and submitting letters of resignation.
New Trustees proposed are Richard Maughan, Paul Adams and Jim Allen.
Action: HR to contact solicitor to obtain potential costs before Committee makes decision on how to proceed.
Digitisation of records
Committee discussed reducing costs of storing records. JAA went through the list of stored boxes and which documents each contains. It was agreed that all historic documents and documentation relating to legal cases, financial information and AGMs should be kept. These documents should then be digitised, and any relevant hard copies stored in the Chair’s loft. HR agreed to look through some of the relevant boxes, with the assistance of the secretary, to ascertain quantity and importance.
It was also suggested that we contact the County archivist to confirm if they would like any documents we do not wish to keep.
Action: HR & JAA to look through the boxes currently in storage to assess quantity and important of documents. Once number of important documents is ascertained JA to obtain accurate costs of digitalisation of documents.
Financial Report
Current financial accounts were presented.
Cash balances
- Working account – £13,079.05
- Litigation account – £18,540.45
MS now online and approving payments. A Standing Order set up to pay Secretary fees monthly. All invoices paid so nothing outstanding. New treasurer can now access Treasurer email & GoCardless accounts.
Actions:
- DE to draft targeted letters to covenantors who haven’t paid ever, paid but ceased, those who only pay £50 etc
- DE to update bank mandate re authorised persons. Andrew Hall and Charles Rae live per bank but should be removed.
- DE to approach Barclays Bank to see if litigation funds can be transferred to an interest earning account as using Skipton Building Society may pose issues re access should Committee members be unavailable.
- Need another approver as a contingency (2 is too few) so Estate Committee members to be approached to see if any hold Barclays Bank accounts and can do this task.
AGM
Date for AGM was agreed as Monday 8th June at 7pm with George Petrides acting as Chair.
Action: JAA book room and update website.
Mission Statement & Objectives
NC to send final version to Chair who will circulate to Committee.
Action: Committee to read and agree.
Applications
0128 – 24 Painshawfield Road – demolish garage and replace with slightly bigger structure. Approved.
0132 – 12 Birches Nook Road – construction of new cat enclosure. To advise homeowner to consult with neighbours before approval granted.
0133 – 9 Cadehill Road – construction of new garden shed. Assigned to NC.
Outstanding P3 forms
- 7 Birches Nook – TZ
- 15 Meadowfield Road– JA to send plans to PM.
- 33 Cade Hill Road – HR
Date and time of next meeting 19:30hrs – Wednesday, 6th May 2026 at Stocksfield Baptist Church.